How to Enhance Communication Skills for Business Success

This newsletter aims to support HR professionals who want to contribute to business success and leaders who seek to manage their organizations more effectively by sharing my experiences.

This time, I would like to write about communication. In the field of HR, I often encounter situations where miscommunication leads to misunderstandings, which then develop into various issues that need to be addressed. For example, comments such as, "I have communicated this multiple times, but there is no action," "I sometimes find it difficult to work with this person," or "Why do they always say such things?" are commonly heard. Many of you may be able to think of specific situations like these. Such issues often arise due to a lack of smooth communication.

I define communication as "getting the other person to take the actions you seek while also taking the actions they seek." Here, "actions" can refer not only to specific behaviors but also to processes like "knowing" or "understanding." Mutual understanding and cooperation are essential, and for this to happen, it is important to clarify each other's expectations and requests. Based on my own experiences, I will discuss four key points for improving communication: "Clarifying the actions you seek from others," "Sharing the same information," "Understanding that people interpret information differently," and "Separating opinions from facts."

Clarifying the Actions You Seek from Others

The first key point is to clearly define the actions you want the other person to take. As I mentioned earlier, communication involves having the other person take the actions you seek while also taking the actions they seek. Misunderstandings can occur when the desired actions are not clearly defined, leaving the other person uncertain about what they should do.

It is crucial to clarify the actions you expect and communicate them effectively. If specific instructions or requests are not conveyed, the other person may not know how to act, leading to misunderstandings and confusion. For example, consider a situation where a manager senses something off about a subordinate's behavior but struggles to articulate it clearly. In this case, the manager, despite feeling uneasy, may fail to communicate their concern effectively, making it difficult for the subordinate to understand what needs to change. As a result, no behavioral adjustments occur. First and foremost, it is important to define the actions you expect from the other person and communicate them clearly.

Sharing the Same Information

The next key point is sharing the same information. One common cause of miscommunication is that people are not operating based on the same information. When different people rely on different sets of information, communication naturally breaks down.

To ensure smooth communication, it is essential to share the same information. Doing so aligns mutual understanding and helps prevent misunderstandings and miscommunications.

For instance, imagine a project team where Member A is working based on the latest data, while Member B is using outdated information. In this scenario, discrepancies in the final output will arise, requiring additional coordination. By sharing the same information, all team members can align their understanding and collaborate efficiently.

Understanding That People Interpret Information Differently

Another important point is recognizing that even when people look at the same information, they may interpret it differently. This is similar to how some people see a glass as "half full," while others see it as "half empty." Such differences in interpretation arise due to individual backgrounds, experiences, and values, which heavily influence how information is perceived.

Therefore, it is crucial to acknowledge that different people may interpret the same information differently. Moreover, taking an interest in why someone interprets information in a particular way can help bridge understanding. Asking questions to better grasp how the other person views and processes information can be very helpful.

For example, consider the term "engagement." Some people may interpret engagement as "actively participating on their own initiative," while others may see it as "receiving what they desire." I have personally encountered such differences in interpretation. When people understand a term differently, communication errors can arise. Acknowledging that people interpret information differently, checking each other's interpretations, and understanding the context behind those interpretations are essential for effective communication.

Separating Opinions from Facts

The final key point is to separate opinions from facts. Sharing not only opinions but also factual information helps clarify the direction of discussions. By distinguishing between opinions and facts, one can better analyze whether differences stem from differing sets of facts or from variations in interpretation.

When discussions are based solely on opinions, subjectivity can take over, leading to misalignment in conversations. On the other hand, basing discussions on facts allows for more objective and constructive conversations. For example, if members of a project team have differing views on progress, Member A might feel that "progress is delayed," while Member B thinks "everything is on track." In such cases, checking which facts each opinion is based on and sharing objective data can lead to more productive discussions. Additionally, even if both members are working with the same facts, one may feel that progress is slow while the other sees it as satisfactory. In such cases, delving into why they perceive the situation differently is important. Separating opinions from facts and conducting fact-based discussions is crucial.

Conclusion

As discussed, ensuring smooth communication requires clarifying the actions you seek from others, sharing the same information, confirming differences in interpretation, and distinguishing between opinions and facts. Practicing these key points can help prevent misunderstandings and miscommunications, leading to more efficient and constructive interactions.

By implementing these communication improvements, businesses can also achieve more effective results. Communication is the key to fostering mutual understanding and cooperation, playing a critical role in daily operations.

Thank you for reading to the end. I hope this article serves as a helpful reference for many people.

If you would like to read previous issues, please check here.

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How do you ensure smooth communication in your work?